“Communication leads to community, that is, to understanding, intimacy and mutual valuing.” – Rollo May
At a time when social distancing has become second nature, many of us—myself included—have grown quite skilled at working remotely. Here at Champions of Change, we’ve long embraced this space. It’s how we operate: showing up when needed and quietly innovating when not.
We know that human connection matters. It’s vital in business, and essential in life. And while technology can’t replace the richness of face-to-face interaction, it offers a valuable alternative—video conferencing. With just a front-facing camera and a little preparation, you’re good to go. (Okay, almost—we’re here to help with the rest.)
To make your video conferencing experience smooth, engaging, and respectful for everyone involved, here are some practical tips and thoughtful suggestions.
Setting Up for Success
While technically you only need a smartphone or computer with a camera, taking time to optimise your setup can make a big difference in how you’re perceived—and how confident you feel.
What to Wear
“Clothes make a man. Naked people have little or no influence on society.” – Mark Twain
Your appearance on video calls should reflect the nature of the meeting. If you’re attending a job interview or client presentation, dress professionally—as you would in person. For internal check-ins or casual calls, a simple collared shirt or neat t-shirt may suffice.
Avoid busy patterns, as they can create visual distortion on screen. Solid colours work best. And as for jewellery—choose pieces that won’t rattle or interfere with your microphone.
Desk & Camera Setup
“A desk is a dangerous place from which to view the world.” – John le Carré
Creating a designated workspace is key. Sitting at a desk helps you maintain posture and focus. If you can, position your camera at eye level to foster a balanced and natural connection. Looking down can feel overly authoritative, while looking up may unintentionally communicate passivity.
If you’re using a phone, stabilise it on a shelf or stand to free up your hands. And frame yourself from the shoulders up so your expressions and gestures are visible.
Good lighting makes a world of difference. Aim for even, front-facing light—natural light from a window, ceiling lights, or a desk lamp all work well. The goal is to ensure your face is clearly visible.
When it comes to sound, most built-in microphones do a decent job. Still, proximity matters. The closer the mic, the clearer your voice. If you have access to a headset with a boom mic, even better—it reduces background noise and increases clarity for others.
And above all—test your setup. Check your lighting, audio levels, and camera angle. Gather your notes ahead of time so you can stay focused and confident.
Running a Great Meeting
“Meetings are usually terrible, but they shouldn’t be.” – Patrick Lencioni
If you’re hosting the meeting, take a moment to plan it well. As with any good meeting, set a clear agenda, share it in advance, and keep things on time. Encourage punctuality—it shows respect for everyone’s time.
Familiarise yourself with your video conferencing tools beforehand. Knowing how to mute, unmute, spotlight speakers, or use the chat or “raise hand” features will help keep the meeting flowing smoothly.
Create a safe and inclusive space for participation. Ask attendees to speak one at a time. Encourage name introductions. Look for subtle cues—someone raising a hand, a message in the chat, or a smile that signals someone has something to share.
Consider opening the virtual room a few minutes early. It gives people time to settle in, connect, and catch up—especially important during periods of isolation. Sometimes, these meetings are the only social interaction someone might have that day.
A Thoughtful Wrap-Up
With any new technology, there’s a natural learning curve. First comes the excitement—“We can do this!”—followed by frustration—“Why isn’t this working?”—and eventually, progress—“This actually helps.”
We’ve seen this before with letters, phones, mobiles, online forums. Now, it’s video conferencing. The more we use it with care and intention, the more it can bring us together.
Let’s be kind, stay connected, and use the tools we have to build stronger, more compassionate teams—no matter where we are in the world.